Update: We have filled this position. Stay tuned for more information!
SPECIAL NOTICE: Susan, the church secretary, is retiring as of August 1, 2021. Questions should be directed to council president Nancy Tibbett. Interested parties should submit a resume/cover letter to Nancy at [email protected].
Job description:
Position Title: Church Secretary
Position Summary: The church secretary is responsible to the Pastor and Congregation Council. Secondly, the church secretary is available to ministries, committees and general congregation. Required office hours are TBD.
Duties and Responsibilities:
Communication:
- Handles incoming telephone calls and e-mails.
- Receives people entering the church during office hours.
- In collaboration with Pastor edits and prepares The Shepherd’s Staff newsletter mailing and email.
- Prepares Sunday bulletins and special bulletins.
- Prepares outgoing mail and distributes internal mail to proper church mailboxes.
- Types/prints agendas, minutes and any reports needed by Congregation Council.
- Prepares mailings for Council, Ministries, Committees and groups.
- Meets with Pastor regularly regarding church business.
- Publishes monthly calendar of church activities and events.
- Coordinates church calendar, including building usage.
- Edits, prepares, and gets ready for mailing/distribution the Annual Report.
- Compiles information, completes, and submits to Synod the annual Parochial Report.
- Maintains and organizes office records and files as needed.
- Provides updates to the website development team.
- Calls hospital each morning for Good Shepherd Lutheran congregational patients.
Clerical:
- Types/prints and distributes published information as required.
- Operates computer/printer and copy machine – bulletins, newsletters, mailings, educational materials, etc.
- Keeps office equipment clean and properly serviced (i.e. toner, ribbons, etc.) and service contracts current.
- Keeps office work room/cabinets organized and in good order.
Record Keeping:
- Maintains permanent and ongoing records of the membership and appropriate information on each member.
- Prepares membership transfers in and out on a timely basis as directed by Pastor.
- Maintains current list of children/students by grade through college.
- Maintains current mailing list and electronic contact list.
- Prepares and updates membership directory as needed.
- Prepares new membership materials for New Member Sundays/receptions as requested.
- Keeps records of baptisms, weddings, funerals and confirmations. Prepares and distributes certificates for these occasions.
- Maintains and updates offering envelop list for offering counters.
Financial:
- Writes purchase orders from requisitions for applicable expenditures and files requisitions in their permanent file.
- Functions as the Purchasing Agent when authorized and as necessary.
- Matches purchase orders to invoices to submit to ministry directors for approval for payment.
- Maintains and balances Petty Cash monthly.
- Communicates as needed with Church Treasurer and Financial Secretary.
- Maintains and purchases supplies for the office as authorized.
Position Qualifications:
A qualified candidate will:
- Have excellent communication skills, telephone skills, office machine workability skills, and organizational abilities.
- Possess computer skills including Microsoft Word, Excel, and Church Windows.
- Be able to handle multiple tasks competently and independently.
- Like working with people and possess the necessary confidentiality skills.
Position Accountability:
- Work with and be accountable to Pastor.
- Position is an hourly position with no benefits. Work hours much be documented. Hours routinely above the agreed upon total will need to be approved by the Stewardship Ministry Director and Pastor.
- Participate in job performance evaluations conducted by the Stewardship Ministry Director and the Pastor after the third month of the first year of employment and annually thereafter by September.
Position Compensation:
Wage range commensurate with education and experience, and reviewed annually.
Date Written:
November 1, 1991
Revisions: 3/2007, 10/2013, 11/2016